Patient Co-ordinator Apprentice, Victoria Medical Centre, Barnsley, S75 2AE

Victoria Medical Centre are looking for an enthusiastic Patient Co-ordinator apprentice to act as the first point of contact for patients, providing reception support and managing appointments, enquiries, and communications. You will coordinate information between patients, clinical staff, and external services to ensure efficient care delivery and support administrative processes, data management, and day-to-day operations within the practice.

Core Responsibilities

• Maintain and monitor the practice appointment system.
• Process personal, telephone and e-requests for appointments.
• Answer incoming phone calls, transferring calls or dealing with the callers’ request appropriately.
• Signpost patients to the correct service.
• Initiate contact with and respond to requests from patients, team members and external agencies.
• Clinically code data on Emis Web.
• Photocopy documentation as required.
• Data entry of new and temporary registrations and relevant patient information as required.
• Input data into patients’ healthcare records as necessary.
• Direct requests for information, i.e., SAR, insurance/solicitors’ letters and DVLA forms to the administrative team.
• Manage all queries as necessary in an efficient manner.
• Carry out system searches as requested.
• Maintain a clean, tidy, effective working area at all times.
• Monitor and maintain the reception area and notice boards.
• Support all clinical staff with general tasks as requested.

Secondary Responsibilities

• Partake in audit as directed by the audit lead.
• Support administrative staff, providing cover during staff absences.
• Action incoming emails and correspondence as necessary.
• Scan patient-related documentation and attach scanned documents to patients’ healthcare records.
• Complete opening and closing procedures in accordance with the duty rota.
• Produce, maintain and participate in the receptionist rota for lunch and out of hours cover.

Future Prospects

• Develop highly transferable skills in communication, organisation, IT systems, and customer service.
• Work within a multidisciplinary team and understand how a GP practice operates.
• Experience in handling confidential information and real-world problem solving.
• Hands-on involvement in reception, admin, and patient coordination tasks.
• Opportunity to take ownership of tasks and build confidence early in their career.
• Routes into NHS careers, healthcare administration, management, or specialist roles (e.g. medical secretary, care coordinator).

Qualifications Required

• GCSE English and maths at grade 4 or above or equivalent.

Desired Skills

• Good communication skills and confidence speaking to people.
• Friendly, approachable, and willing to help others.
• Basic IT skills (e.g. using emails, Word, or similar programs).
• Organised and able to manage time and tasks.
• Willingness to learn, take feedback, and develop new skills.
• Able to work well as part of a team.
• Reliable, punctual, and professional in attitude.
• Respectful of confidentiality and sensitive information.

Desired Qualities

• Positive attitude and eagerness to learn.
• Friendly, polite, and respectful towards others.
• Reliable and takes responsibility for their work.
• Good team player with a supportive approach.
• Willing to listen, learn, and take direction.
• Calm and patient, especially when dealing with people.
• Motivated and keen to build a career.
• Honest and trustworthy, with a professional approach.

Working Pattern

Monday – Friday 8am – 4pm.